Sample Launch Email Templates (Google)

Dear Faculty, 

We are excited to announce that starting on ___(date)___ we will begin using SchoolCal, a tool that synchronizes your class schedule with Google Calendar. On that day you should see that academic classes* for which you are a teacher** appear automatically on your primary school Google calendar at the correct locations and times. Going forward, these events will be adjusted as changes occur. For those interested in additional details about the settings of SchoolCal-created events, details follow at the bottom of this email.

We hope that this will be a great help in keeping your schedule up to date and your free and busy times accurate on your primary school calendar. Since class schedules will be synced for all teachers and students, this should make scheduling meetings and finding common free time much easier for everyone at the school; just check the person’s availability in Google Calendar or use the "find a time" feature. By doing so, you will easily be able to establish convenient meeting times with teachers in your division or another. Students will be able to see when their teachers are free for extra help. Counselors and administrators will be able to find the least disruptive times to meet with one or more students. 

You will not need to do anything to start this sync, however, prior to ___(date)___, we highly recommend that you adjust your Google calendar notification settings. The default calendar notification setting in Google adds an event reminder 10 minutes before every event, so if you’d prefer not to be notified 10 minutes before the start of each class, you should do one of two options:

1. Follow the instructions under “For all events” here to turn off notifications from Google calendar entirely

2. Follow the instructions under “For specific calendars” here to remove the default notification 10 minutes prior to events on your primary school calendar (when instructed to click the calendar you want to change, choose the calendar with your name)

To begin with, we will sync only the first month of classes. A week later, we will sync the rest of the classes for the semester***. If classes do not appear on your primary calendar during that first week, or if you notice errors about how your classes are syncing, please reach out to __(your school help email address)__. 

__(Include your sign off here)__

Additional Details about SchoolCal-Created Events

When classes are added to your calendar, they will be added as individual calendar events with faculty and students in grades __ - __ added as event attendees. All attendees will automatically be marked as attending and busy during the event. The event details and the guest list will be publicly viewable to all employees and students at the school****. 

The events that SchoolCal creates should not be edited because updates may overwrite the event. If you would like to edit or add to the event, you should duplicate the event to your own calendar and edit the copy as desired.

SchoolCal-created events will appear the same color as your primary calendar.  If desired, you can change the color of your primary calendar or the color of non-SchoolCal-created events (brief instructions here) instead.

Dear Students, 

We are excited to announce that starting on ___(date)___ your class schedule will be synchronized with Google Calendar. On that day you should see that your academic classes* appear automatically on your school Google calendar at the correct locations and times. Going forward, these events will be adjusted as changes occur. 

We hope that this will be a great help in keeping your Google calendar accurate. Since class schedules will also be synced with Google Calendar for teachers**, this will make scheduling meetings and finding common free time easier any time you are trying to meet with a teacher** or other students - just check the person’s availability in Google Calendar or use the "find a time" feature.

Before this sync begins on ___(date)___, we highly recommend that you adjust your Google calendar notification settings. The default calendar notification setting in Google adds an event reminder 10 minutes before every event, so if you’d prefer not to be notified 10 minutes before the start of each class, you should do one of two options:

1. Follow the instructions under “For all events” here to turn off notifications from Google calendar entirely

2. Follow the instructions under “For specific calendars” here to remove the default notification 10 minutes prior to events on your primary school calendar (when instructed to click the calendar you want to change, choose the calendar with your name)

To begin with, we will sync only the first month of classes. A week later, we will sync the rest of the classes for the semester***. If classes do not appear on your calendar during that first week, or if you notice errors about how your classes are syncing, please reach out to __(your school help email address)__. 

__(Include your sign off here)__